Best practices in ERP solutions

A presentation onA presentation on

Best Practices in ERP Best Practices in ERP Best Practices in ERP Best Practices in ERP Solutions/AVLSSolutions/AVLS

Sanjay Sahay, IGP,Police Computer Wing

Presentation Structure

•What is a Best practice?

•What is an ERP

•ERP in Govt. Depts

•Organisational Culture of ERP Org

•ERPs- are they home grown

•Do we have Best Practices?

•What the IT industry has to offer

• Best Practices for Creation, Deployment,

Consolidation and Maintenance

Presentation Structure

Consolidation and Maintenance

•We are in the beginning of the journey, the seeds

which sow today, hopefully would deliver one day

•AVLS

•Conclusion

Personal Reflection

• Is your organization using best practice method?• Are you using a variety of methods to improve

your systems?your systems?• Are you innovative?

ERP Implementation Fundamentals

Agenda

• What is an ERP System?• Why implement an ERP system?• How should ERP systems be implemented?• How should ERP systems be implemented?

What is an ERP System – definition

ERP - Enterprise Resource Planning

“ERP software is a multi-module application softwarethat integrates activities across functionalthat integrates activities across functionaldepartments, from product planning, partspurchasing, inventory control, product distribution, toorder tracking. ERP software may include applicationmodules for the finance, accounting and humanresources aspects of a business. ”

Historical system architectures

Historically, companies created “islands ofautomation”. A hodge-podge of various systemsthat operated or managed various divergentthat operated or managed various divergentbusiness processes. Sometimes these systemswere integrated with each other and sometimesthey weren’t. Sometimes they were looselyinterfaced and sometimes they were more tightlyinterfaced.

What is an ERP – Key Characteristics

Integration

Seamless integration of all the information flowingthrough a company – financial and accounting,human resource information, supply chaininformation, and customer information.

Packages

Enterprise systems are not developed in-house• Information System life cycle is different


• Information System life cycle is different1. Mapping organizational requirements to the processes and

terminology employed by the vendor and2. Making informed choices about the parameter setting

• Organizations that purchase enterprise systems enterinto long-term relationships with vendors.

• Organizations no longer control their own destiny.

Best Practices

ERP vendors talk to many different businesses within agiven industry as well as academics to determine the


given industry as well as academics to determine thebest and most efficient way of accounting for varioustransactions and managing different processes. Theresult is claimed to be “industry best practices”.

Some Assembly Required

Only the software is integrated, not the computingplatform on which it runs. Most companies have greatdifficulty integrating their enterprise software with a


difficulty integrating their enterprise software with apackage of hardware, operating systems, databasemanagement systems software, and telecommunicationssuited to their specific needs.

EvolvingEnterprise Systems are changing rapidly

� Architecturally: Mainframe, Client/Server, Web-


� Architecturally: Mainframe, Client/Server, Web-enabled, Object-oriented, Componentization

� Functionally: front-office (i.e. sales management),supply chain (advanced planning andscheduling), data warehousing, specializedvertical industry solutions, etc.

Typical architectural components

WebInternet

Mobile Wireless e-Mail Call Center

ICM/TelephonyInteractionChannels

MarketingIntelligence

SalesIntelligence

CustomerIntelligence

Call CenterIntelligence

AnalyticalApplications

E-business PlatformTech Stack

CRMFoundation

Common Data and Object Models, Security, Interfaces, Common Data and Object Models, Security, Interfaces, GlobalisationGlobalisation

E-BusinessFoundation

MarketingMarketing SalesSales eCommerceBusiness Applications

Interaction History Universal Work Q

1-to-1 Fulfillment

Assignment Engine

EscalationsTCA

Installed Base

Tasks Notes

Resources

Calendar

Territories

Finance HR

Why implement an ERP System?

� To support business goals � Integrated, on-line, secure, self-service

processes for business� Eliminate costly mainframe/fragmented � Eliminate costly mainframe/fragmented

technologies� Improved Integration of Systems and Processes� Lower Costs� Empower Employees� Enable Partners, Customers and Suppliers

How should we implement ERP systems

Obtain the right mix of people, processes and technology!!

How should we implement ERP Systems?

� People� Project Structure � Should be aligned to processes

� Process� Implementation Process (outlined in detail) � Implementation Process (outlined in detail) � Adapt your processes to those of the ERP.

� Technology� Hardware� Software� Integrated Systems

Process

Definition and Analysis

� Hold discussions with various functional personnel to establish the actual number of systems operating at client site, what they are used for, why operating at client site, what they are used for, why and how often

� Produce the Project Scoping Document outlining current situation, proposed solution and budgeted time

Challenge : REQUISITE EXPERTISE - No two clients are the same

Process

2. Design• Prepare various functional reports - specifies

current scenario and wish list• Prepare Design document which specifies how

the system is going to workthe system is going to work• Prepare test scripts to be followed on system

testing • Map out the interface paths to various modules

Challenge : INFORMATION SHARING -Availability of staff

Process

3. Build• Configure system as per set up document

specifications i.e. transfer conceptual model into reality

• Test system to verify accuracy (preliminary tests)• Test system to verify accuracy (preliminary tests)

Challenge : TECHNICAL ENVIRONMENT -System functionality

Process

4. Transition• Train users on their specific areas• Assist in test data compilation and system testing

by users• Finalise the Live system and capture opening • Finalise the Live system and capture opening

balances

Challenge : USER RESISTANCE -Understanding and acceptanceData preparation

Process

5. Production• Official hand holding• Effectiveness assessment• Business and Technical Direction recommendations

Best Practices

What is Best Practice?

A best practice is a technique or methodologythat, through experience and research, hasproven to reliably lead to a desired resultproven to reliably lead to a desired result

A commitment to using the best practices in anyfield is a commitment to using all the knowledgeand technology at one's disposal to ensuresuccess.

Role of Best Practices

Best Practice and Benchmarking

�Best Practice is a term often used in the literature in ways that treat it as identical to benchmarking.

�Others connect benchmarking with quantitative indicators and leaves best practice in the realm of indicators and leaves best practice in the realm of more qualitative, extended descriptions of successful firms and their processes.

�Benchmarking is one aspect of ‘best practice’.

Best Practice Defined

�A holistic, comprehensive, integrated and cooperativeapproach to the continuous improvement of all aspects ofan organisation’s operations.

�It includes leadership, planning, people, customers,�It includes leadership, planning, people, customers,suppliers, the production and supply of products andservices, and the use of benchmarking as a learning tool.

�These practices, when effectively linked together, canbe expected, to lead to sustainable world class outcomesin productivity, quality, customer service, flexibility,timeliness, innovation, cost and competitiveness.

Benchmarking

Benchmarking is the process of comparing one'sbusiness processes and performance metrics toindustry bests and/or best practices from otherindustry bests and/or best practices from otherindustries. Dimensions typically measured arequality, time, and cost. Improvements fromlearning mean doing things better, faster, andcheaper.

Benchmarking

Benchmarking involves management identifyingthe best firms in their industry, or any other industrywhere similar processes exist, and comparing thewhere similar processes exist, and comparing theresults and processes of those studied (the"targets") to one's own results and processes tolearn how well the targets perform and, moreimportantly, how they do it.

Best Practice Requires

Communication: Frequent and detailed exchange enhanced by communication

Continuous improvement: Ongoing goal formation, preparation of action plans and evaluationpreparation of action plans and evaluation

Culture consciousness: Constant formal and informal study aimed at a desirable organisational culture

In summary Best Practice is a comprehensive, integrated and co-operative approach to the continuous improvement of all areas of the business/service

Why Adopt Best Practice?

� Proven quality approach to service delivery� Increased productivity� Increased customer satisfaction� Minimised risk� Minimised risk� Reduced costs� Improved communication between IT and the

business and your organisation

Choosing Best Practice

� How many of us can decide on the Best Practices for the organisation? And that to ERP

Some ParametersSome Parameters

� Does the practice actually mitigate risk or satisfy a security requirement?

� Can practice be implemented as planned?� Does the benefit from a practice outweigh its

cost?

Technology

• Technology is an enabler, not the driver (it is there to assist the organisation to achieve business goals)

• It is a means to an end, not the end• It is a means to an end, not the end

Conclusion

• ERP systems provide a mechanism forimplementing systems where a high degree ofintegration between applications is required

• The Business Case or Value Proposition for• The Business Case or Value Proposition forimplementation must be outlined

• To successfully implement - a proper mix ofpeople, processes and technology should bemaintained

Automatic Vehicle Location System

Vehicle Location System

• What is AVLS / APRS?- Automatic Vehicle Location System- Automatic Position Reporting System- Automatic Position Reporting System

Vehicle Location System

• Vehicles Equipped with GPS Receiver

• Mobile Sends GPS Location Data over RF Path• Mobile Sends GPS Location Data over RF Path

• Fixed End Receives Location Data and Displays on Computer

How does GPS work?

Satellite Satellite

Satellite

Satellite

Satellite

Satellite

Satellite

GPS Receivers

• Handheld– Garmin– Magellan

• Dedicated• Dedicated– Oncore

• Receiver / Antenna Combos– Tripmate (Delorme)– Pharos– Tripnav

Goals and Objectives

• Evaluate the effectiveness of the AVLS system• Demonstrate capability of AVLS technology to:

- Improve dispatch process- Optimize Police Patrol timing- Collect engineering data- Collect engineering data

Quantity Over Quality

• Better to get a bad position than no position?• Settings are dynamic—adjust them according to

conditions• Use an external antenna whenever possible• Use an external antenna whenever possible• Different grades of antenna: multi-path rejection,

receptivity• Antenna is the GPS position, not the unit• Multiple antennae will interfere with each other—

maintain at least a foot of spacing

Conclusion

• Field work with GPS units is a dynamic undertaking…

• Not just a walk in the woods with the GPS• Never trust your life to a GPS unit• Never trust your life to a GPS unit• Look up– pay attention to conditions that affect

your GPS reception and your safety (cliff edges, snags, traffic!)

• Look down– don’t ignore your unit, it may be telling you something important

• Never trust your life to a GPS unit!

THANK YOU

for your TIME and PATIENCE